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About the Role

The Grant Accountant and Awards Administrator is responsible for the financial management, compliance, and reporting for public and private grants awarded to the New York Hall of Science. This position ensures grant revenues and expenditures are accurately recorded, reconciled, and reported in accordance with GAAP, Uniform Guidance, donor restrictions, and organizational policies.

Responsibilities

Coordinate the collection of required proposal documents, including institutional forms and other supporting materials and successfully upload the required documents.
Serve as primary administrative resource to the Program Teams throughout the proposal development process.
Develop, document, and maintain standardized pre-award policies, procedures, templates, checklists and workflows.
Follow up with internal teams to ensure required materials are received by established deadlines.
Serve as a systems administrator for SAM.gov, Passport.nyc, Grants.gov, and other federal and public entities.
Maintain the accounting records for all restricted grants, contracts, and sponsored programs.
Record grant revenue, receivables, deferred revenue, and related journal entries in accordance with GAAP and donor requirements.
Monitor grant expenditures to ensure costs are allowable, allocable, reasonable, and incurred within the approved grant period.
Reconcile grant activity monthly to the general ledger and subsidiary schedules.
Prepare grant-related adjusting journal entries and supporting documentation for review and approval.
Monitor restricted net assets and ensure donor restrictions are accurately tracked and released.
Manage payroll cost allocations across grant-funded programs, reconcile payroll activity to the general ledger, investigate and resolve discrepancies.
Prepare and submit monthly grant reimbursement requests, billing invoices and drawdowns in accordance with grant agreements and funding agency requirements.
Oversee the time effort reporting process, including preparation, certification, reconciliation, and maintenance of documentation supporting payroll charges to sponsored projects.
Assist in the preparation of the Museum’s annual indirect cost rate proposal, including compiling financial data, supporting schedules, and other required documentation.
Prepare monthly, quarterly, and annual financial reports for government agencies, foundations, and other funding organizations.
Monitor grant spending against approved budgets and identify potential variances or compliance concerns.
Provide financial analysis and forecasting for grant-funded programs.
Prepare and maintain monthly grant burn rate reports by tracking budget-to-actual expenditures, analyzing variance, and identify potential spending or compliance issues.
Coordinate grant closeout activities, ensuring all financial reporting and reimbursement requirements are completed timely.
Maintain accurate records of program income and prepare required financial reports to ensure compliance with grant agreements and applicable regulations.
Ensure compliance with grant agreements, donor restrictions, Uniform Guidance (2 CFR Part 200), and organizational policies.
Maintain complete grant files, including award agreements, budgets, amendments, financial reports, and supporting documentation.
Prepare the Schedule of Expenditures of Federal Awards (SEFA), when applicable.
Support annual financial statement audits, Single Audits, and grantor monitoring reviews by preparing schedules and responding to auditor requests.
Recommend and implement internal control and process improvements to strengthen grant administration and financial reporting.
Conduct subrecipient risk assessments and monitor subawards for compliance, including review of the annual Single Audit reports, develop corrective action plans and other required compliance documentation.
Respond to funding agencies’ compliance inquiries, including preparation and submission of required subrecipient audit questionnaires and supporting documentation.
Reconcile grant receivables, deferred revenue, restricted cash, and other grant-related balance sheet accounts.
Follow up with Program leads on outstanding receivables.
Analyze grant financial activity and investigate discrepancies between the accounting system and supporting grant records.
Work collaboratively with Program Directors to ensure expenditures are coded accurately and budgets are managed effectively, including grant-related adjusting journal entries and supporting documentation for review and approval.
Utilize accounting system to improve efficiency and reporting.
Assist with the implementation and enhancement of financial systems and grant management processes.
Leverage technology and automation to reduce manual processes, improve data integrity, and enhance reporting capabilities.
Assistant with the develop and maintenance of grant accounting procedures and documentation.

Requirements

Strong analytical, organizational, and problem-solving skills with exceptional attention to detail.
Ability to manage multiple grants and competing priorities while meeting strict reporting deadlines.
Excellent written and verbal communication skills, with the ability to explain financial information to non-financial staff.
Strong collaboration and relationship-building skills with Development and Program teams.
Ability to interpret grant agreements, budgets, and compliance requirements.
Demonstrated commitment to accuracy, confidentiality, and sound financial stewardship.
Ability to work independently while contributing effectively within a collaborative team environment.
Bachelor’s degree in accounting, Finance, or a related field required.
Minimum of five (5) years of progressively responsible accounting experience, including grant accounting within a nonprofit organization.
Strong knowledge of nonprofit accounting principles, GAAP, restricted fund accounting, and grant compliance.
Experience with federal, state, local, and private foundation grants preferred.
Knowledge of Uniform Guidance (2 CFR Part 200) and Single Audit requirements preferred.
Experience with MIP Fund Accounting or similar nonprofit accounting software preferred.
Experience with grants management and donor database systems is highly desirable.
Proficiency with Google Workspace (Docs, Sheets, Slides, Drive, Gmail, and Calendar).

Skills

Grant Accounting
Financial Management
Compliance
Reporting
GAAP
Uniform Guidance
Donor Restrictions
Organizational Policies
Federal Regulations
State Regulations
Local Regulations
Private Funding Agency Regulations
Financial Oversight
Budget Monitoring
Indirect Cost Recovery
Billing Preparation
Receivables Management
Collections Management
Financial Reporting Integrity
Financial Systems
Grant Management Systems
Data Generation
Financial Analysis
Discrepancy Resolution
Decision Making Support
Collaboration
Process Improvement
Stewardship
Proposal Records Maintenance
Proposal Checklists
Process Standardization
Institutional Approvals
Certifications
Proposal Submissions
SAM.gov Administration
Passport.nyc Administration
Grants.gov Administration
Accounting Records Maintenance
Revenue Recording
Receivables Recording
Deferred Revenue Recording
Journal Entry Preparation
Expenditure Monitoring
Cost Allowability
Cost Allocability
Cost Reasonableness
Grant Period Monitoring
General Ledger Reconciliation
Subsidiary Schedule Reconciliation
Adjusting Journal Entries
Restricted Net Asset Monitoring
Payroll Cost Allocation
Payroll Reconciliation
Reimbursement Request Preparation
Billing Invoice Preparation
Drawdown Preparation
Time Effort Reporting
Indirect Cost Rate Proposal Preparation
Financial Data Compilation
Supporting Schedule Compilation
Financial Reporting
Variance Analysis
Grant Closeout Coordination
Program Income Record Maintenance
Internal Controls
Grant Agreement Compliance
Schedule of Expenditures of Federal Awards (SEFA) Preparation
Audit Support
Auditor Request Response
Internal Control Improvement
Process Improvement Recommendation
Subrecipient Risk Assessment
Subaward Monitoring
Corrective Action Plan Development
Compliance Documentation
Funding Agency Inquiry Response
Subrecipient Audit Questionnaire Preparation
Balance Sheet Reconciliation
Restricted Cash Reconciliation
Expenditure Coding
Budget Management
Systems Utilization
Reporting Efficiency
Financial System Implementation
Grant Management Process Enhancement
Technology Leverage
Automation
Data Integrity Improvement
Reporting Capability Enhancement
Accounting Procedure Development
Accounting Documentation Maintenance
Analytical Skills
Organizational Skills
Problem-Solving Skills
Attention to Detail
Time Management
Deadline Management
Written Communication
Verbal Communication
Financial Explanation
Collaboration Skills
Relationship Building Skills
Grant Agreement Interpretation
Budget Interpretation
Compliance Requirement Interpretation
Accuracy
Confidentiality
Financial Stewardship
Independent Work
Teamwork
Google Workspace Proficiency

Location

Queens, NY

Work Type

Hybrid
Full-Time

Experience Level

Minimum of five (5) years of progressively responsible accounting experience
Grant accounting experience within a nonprofit organization

Education Level

Bachelor’s degree in accounting, Finance, or a related field

Salary/Compensations

$72,000 – 78,000 per year

Benefits

Health, dental, and vision insurance options
Flexible spending accounts for healthcare, dependent care and commuter benefits
Pension plan and 401k plan
Free life insurance coverage
Paid vacation and sick leave
13 paid holidays off
Flexible work schedules
Employee Assistance Program
Free onsite parking

About the Company

Since its founding at the 1964-65 New York World’s Fair, the New York Hall of Science (NYSCI) has inspired millions of people — children, teachers, and families — by offering innovative, participatory ways to learn and encouraging people to explore their curiosity and nurture their creativity.
Located in Queens, the most ethnically diverse county in the country, NYSCI welcomes 400,000 visitors each year and serves thousands more through outreach in schools, teacher professional development, and participation in a variety of public events and research initiatives.
NYSCI is a leader in the science museum field, recognized for its highly regarded exhibitions, programs, and products, all of which are informed by our inclusive, research-derived approach to STEM learning and engagement called Design, Make, Play.
The defining characteristics of Design, Make, Play — open-ended exploration, imaginative learning, personal relevance, deep engagement, and delight — are the ingredients that invite broad participation in STEM and make engagement and learning irresistible.
Through this transformative model for STEM exploration, NYSCI engages a broad community of learners in STEM by fostering the excitement of self-directed exploration and by tapping into the joy of learning intrinsic in young people’s play.
NYSCI has approximately 100 full-time and over 130 part-time and casual staff members.

Equal Opportunity

The New York Hall of Science is an equal-opportunity employer committed to fostering an inclusive and innovative environment with the best employees.
We provide employment opportunities without regard to age, race, color, ancestry, national origin, religion, disability, sex, gender identity or expression, sexual orientation, military service, marital status, or any other protected status in accordance with applicable law.
We support a drug-free workplace.